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Payroll and HR outsourcing firms · CRM

Record why a company enquired, how many people it pays and who signs.

A CRM for a payroll and HR outsourcing firm is the one place that holds every enquiry, its trigger, its size and who decides, from the first call to the first live payroll. GullySales sets one up around those questions, keeps employee data out of it, and shows where each enquiry stopped.

Tell us what you needor call +91 80958 58589

Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Editorial illustration for CRM implementation and customisation

What CRM means

A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.

Also for payroll and HR outsourcing firms

Sales and marketing for payroll and HR outsourcing firms, the overview.

Last updated 6 Oct 2026.

For payroll and HR outsourcing firms

Where it usually goes wrong, and what we would do.

  • “The payroll system is not a CRM”

    Your payroll software holds a client's employees and salaries. Prospects, quotes and referrers live in a salesperson's notebook, and nobody can see them.

  • “Quotes are sent and never followed up”

    A quote leaves on a Friday with no date to follow up. The buyer decided on Monday with a rival, and nobody learns why.

  • “A salesperson leaves and takes the CA contacts with them”

    The relationships with CAs and bankers sit in one person's phone. When that person resigns, the referral routes go too.

What we do

What we deliver for payroll and HR outsourcing firms.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. A pipeline named after your own stages

    Stages from enquiry to live payroll as your team describes them, each with a clear entry condition and an owner.

    Result: Everyone reads the same picture of where deals are.

  2. Fields for what you quote from

    Headcount, states, pay structure, current process, trigger, decision maker and source, captured on every enquiry.

    Result: A quote is built from records, not recollection.

  3. A separate record for referrers

    CAs, bankers and resellers recorded with the introductions they sent, so thanks and follow-ups are never left to memory.

    Result: The referral routes belong to the firm.

  4. Follow-up dates on every quote

    Each quote carries a date for the next step and an owner, with a reason recorded when it is lost.

    Result: Quotes stop dying quietly.

  5. A hand-off from sale to onboarding

    When an agreement is signed, the record passes to onboarding with everything promised, so the client is not asked the same questions twice.

    Result: The client's first impression is of continuity.

  6. A pipeline report against the baseline

    Enquiries, quotes, signed agreements and lost reasons by source, read against the numbers recorded before work starts.

    Result: You can see what the pipeline is really worth.

How the result is measured

  • Enquiries logged in the CRM
  • Data completeness
  • Reports generated from CRM data

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full CRM implementation and customisation page

What to record, and when

What to write down on each payroll enquiry, and why each line earns its place.

The trigger and its date
A resignation, a notice, a late salary, a new state or a funding round. It tells you how urgent the buyer is, and which campaign produced the enquiry. Record it on the first call.
Headcount and pay structure
Employees paid, how many are on contract, and the allowances and incentives in the salary. It decides the effort in the quote and whether the company fits the size you serve.
States and existing registrations
Which states they pay in and which PF, ESI and professional tax registrations already exist. It shows what onboarding must set up and where the rules differ.
Who runs payroll today
A clerk, a CA, a software tool or an earlier firm. Note what they want to keep. It tells you who will resist the switch and what the client is afraid of losing.
Who decides and who signs
The finance head, the owner or the foreign parent's HR. Write names and the date you spoke to each. Many quotes stall because the person you wooed cannot sign.
Do you need software yet?
Not at first. A shared sheet with these columns, a next-step date and one owner is enough while enquiries are few. Move to software when two people lose track of the same quote.

Who it is for

This is written for these payroll and HR outsourcing firms.

  • Payroll processing firms for small and mid-sized companies
  • Statutory compliance consultants for PF, ESI and professional tax
  • Third-party payroll and contract labour compliance firms
  • Employer of record firms for foreign companies in India
  • CA and accounting firms with a payroll practice
  • HR outsourcing firms handling policies, onboarding and exits
  • Payroll software implementers and resellers who also run the payroll
  • Factory and plant compliance consultants

Not for

It is not the right fit if.

  • You want a guaranteed Google ranking or a guaranteed number of leads. Nobody honest can promise either.
  • You need enquiries by next week and have nobody to answer them.
  • You want posts and reach reported, not enquiries and orders.

How it works

From your first message to the first report.

No open-ended retainer. Every step gives you something in writing.

  1. First

    Your brief

    You tell us what you need in a few short steps: your business, what you want, where enquiries come from and how they are handled.

  2. After the brief

    A conversation and a written scope

    We read it, then talk with whoever handles your enquiries. If you want our help, the scope, the fee and the reporting come in writing, and nothing starts before you have read them.

  3. Before work starts

    Baseline recorded

    Enquiries by source, reply time, conversion and cost per order, written down so every later report has an honest comparison.

  4. After the baseline

    The first fix goes live

    The fix we agreed to start with is put in place and measured against the baseline, whether that is reply time, a follow-up sequence, the page buyers land on or the handover between marketing and sales.

  5. As agreed

    Report against the baseline

    What moved, what did not, and what changes next, in plain words. How often you get it is set in writing before work starts.

  6. At renewal

    Renew on the numbers

    The term ends and you decide whether to continue from the results. The length is agreed in writing before anything starts.

How the crm work runs

  1. 1

    Map the sales process

    We record how a deal actually moves from enquiry to close in your business today.

  2. 2

    Configure stages and fields

    The CRM's pipeline and fields are built to match that process exactly, not a generic template.

  3. 3

    Set up automations

    Reminders, assignment rules and follow-up triggers are configured so routine steps happen without manual effort.

  4. 4

    Test with real deals

    We run the configuration against actual current deals to catch gaps before the whole team relies on it.

Why us

Why owners pick GullySales over an agency.

  • Marketing and sales, as one job

    Most agencies stop at the enquiry. We also fix what happens after it: the reply, the follow-up, the quote and the CRM.

  • The person on the first call does the work

    No account managers in between. You are never handed to someone you have not met.

  • A baseline before anything starts

    Your numbers are written down on day one, so every later report compares against something honest.

  • The fee in writing, split three ways

    Our time, your media spend and production on separate lines. You always see what goes to us.

  • No guarantees we cannot keep

    The term is agreed in writing and never a default twelve months. We never promise a ranking or a lead count, because nobody controls those.

  • One office, and we say so

    Nagarbhavi, Bengaluru. We work across India by call and WhatsApp and travel when a session needs to be in person.

#257, 3rd floor, Sri Nanjundeshwara Complex, Nagarbhavi 8th Block, Outer Ring Road. How we work.

Your brief

Tell us what you need, and we will read it before we call.

Eight short steps about your business, what you want and who decides. Most questions are a tap, and you can skip any you would rather answer on the call.

Tell us what you needor call +91 80958 58589

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Our payroll software already has a client list. Is that our CRM?
No. It holds the client's employees and salaries, which belong to running payroll and should stay there. A CRM holds prospects, quotes and referrers. Keep the two apart, and keep employee data out of sales records.
Our consultants do not update anything. What can we do?
Make the record short and useful to them. Five fields on a first call, one next-step date, and the quote built from the record so entering it saves work. A long form that nobody reads is the reason it is ignored.
Prospects send documents and questions on WhatsApp. Where do those go?
A line in the record with the date and the point that mattered, and the documents saved to the client's folder. WhatsApp is how owners talk, so use it, but the history must not live only in one phone.
The salesperson who knows our CAs has resigned. What do we keep?
Everything in the record: contacts, quotes and conversation notes. That is why the record, and not a personal phone, must hold them. Put the rule in the employment terms, and have a second person meet each referrer so the relationship is not one person's.
How do we market ourselves without naming our clients?
Show the control, not the logo. Describe the work by sector, state and size of payroll, and publish a note on how a run is checked. Name a client only with their written agreement, because payroll is among the most private work a company hands out.
Should we publish our per-employee rate?
No. A bare number invites the comparison you are trying to escape. Publish what the rate covers and what is billed separately, and give the figure in a written quote after a scoping call.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.

From the blog

Further reading for payroll and HR outsourcing firms.

All articles

More for payroll and HR outsourcing firms

Everything else we would do for you.

Closest to this: leads and follow-up

Also for payroll and HR outsourcing firms

Or start from the overview: sales and marketing for payroll and HR outsourcing firms.

Your next practical step

Tell us what you are trying to grow, and we will read it before we call.

Eight short steps, mostly taps. Skip anything you would rather answer on the call.

Tell us what you need